TECHNICAL SERVICES ACCOUNTING AND ADMINISTRATION DEPT
MONTHLY REPORT -- DECEMBER 1999

The department performed normal activities reflected in the Established Responsibilities.

Established Responsibilities

ACCOUNTING
Process non-problem unit order invoices within 7 days of receipt
Batch process invoices for payment at least 3 times a week
Review and mail checks within 2 days of receipt
Produce, review, and distribute Accounting Reports twice a month
Review and reconcile FAS reports within 3 weeks of receipt
Review statements and resolve invoicing problems monthly

DOCUMENTATION & TRAINING
Answer the 292-6314 line for the 3 depts in room 040; forward calls, voice mail & messages
Manage incoming and outgoing daily mail for TS depts
Coordinate supply requests from all TS depts, distribute supplies
Collect & proofread TS staff & student time sheets; deliver to HR Maintain TS web site & 4 TS dept web pages
Respond to TS requests for documentation and training

AUTOMATION & PROJECTS
Respond to TS requests for help with PCs, printers & other equipment
Produce & print MOD ORT boolean, print MOD order slips & print claim slips daily
Support other TS depts with regular assistance in various workflows

Highlights of December 1999

Lisa and I interviewed and hired Janie McIntyre for our web position (replacing Christina McMenemy). Janie, who worked in OSU libraries some years ago, will begin work Jan.3, 00.

We got Deb a 4- extension line. This will allow her to handle automation problem calls while Lisa and Janie use the extension Deb shared with them for working with their constituents.

Carol turned over another accounting task to me; review of FAS reports with our online ledgers and Felix Fund by Type reports.

Kathie Miller was away three weeks of December for jury duty and vacation. During the month, Ellen maintained sorting of Kathie's heavy incoming invoice flow. Ellen and Jean had their hands full covering check processing and all the other normal workload with our student employees gone for the quarter break. I assisted with invoice searching and check processing. Deb also did some invoice searching, a new experience for her.

Lisa also was on jury duty and vacation during December. Mary took two weeks of vacation. The staff remaining in the dept rose to the occasion to cover their essential duties.

Ellen and I participated in a group discussion with MOD folks about purchase card statement resolution. Some ideas to improve the workload burden for Kathie will begin with the December statement to be processed in January.

Recently Jean developed a system of symbols to use in the ledger to indicate split fund invoices. She and Ellen established a basket system between their desks to communicate potential FAS problems.

Ellen attended an information session on a new software Accounts Payable is considering, Brio. She also participated in a discussion session within the libraries about this software.

Ryan had another construction manager take a look at the spaces for Trisha's and Magda's offices. Deb and I explained what the plans involved. We expect to see an estimate from this contractor in early January, one that Ryan hopes will be accepted.

I worked with Faye on trying additional chairs for her. I also worked with Magda, the CAT dept coordinators and a couple vendors on office chairs for CAT managers.

Ross McLain of Environmental Services visited to assess the workspace of Kathie Miller and Jean McMeans.

Scott Walter, new collection manager in EHS, and Angela Gooden, OSUL resident, both spent time in TSAA getting background on our role in the libraries.

Deb got equipment and access issues handled for Hee-Sook Chin, Beth Russell and Janie McIntyre, who all start in OSUL in January.

Deb cleared some 040 storage space in MOD to provide some review shelf space for a project Marsha will be working on with a couple collection managers.

With students away for the break, the staff who were on site had to pitch in to accomplish many normal tasks, including: sorting incoming first class mail, opening and sorting incoming serial and monograph material, sending out the serials and handling time sheets and paychecks. Deb, Ellen, Kathie and I held the fort the last working day of the year.

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